Job Description
PROPERTY MANAGER
SUMMARY:
The Property Manager is responsible for assisting the Senior Property Manager with managing a property (or group of properties) and fulfilling the manager's obligations under the property's management agreement. It is also the responsibility of the Property Manager not only to exhibit legendary customer service when communicating with tenants, prospective tenants, owners, and vendors but also to focus on productivity and results.
ESSENTIAL JOB FUNCTIONS:
OPERATIONAL MANAGEMENT RESPONSIBILITIES:
• Coordinate activities associated with a property or group of properties.
• Conduct initial collection calls and track follow-up for A/R.
• Supervise vendors (landscaping, janitorial, etc.) and maintenance staff.
• Perform regular property inspections and complete inspection report.
• Preparation of monthly reports for owners, identify variances.
• Coordinate tenant improvement and capital projects.
• Interface with tenants and vendors in daily operations of the building.
• Represent and communicate clearly and accurately, in person, over the phone, and in writing
the authority of the Property Manager based on legal agreements in effect and company
policies.
Initiate and execute day-to-day operational procedures which include:
• Safety, Risk Management, efficiency and company quality standards.
• Financial, personnel and administrative duties/functions.
• Management agreement administration, analysis, review and feedback to owners
and company.
• Contact and interaction with engineers, security, and housekeeping/janitorial.
• Tenant move-ins and move-outs.
• Maintenance programs for property interior and exterior, as well as mechanical
systems.
PROPERTY MAINTENANCE RESPONSIBILITIES
Work in order to initiate, contract, and administer all necessary services to maintain and enhance the value, the operating efficiency, and the physical appearance of the property, including:
• Building engineer and engineering staff, contract services, including housekeeping/janitorial,
window cleaning, landscape maintenance, security, parking, metal refinishing, etc.
• Quality and performance standards for engineering and contractors ensuring compliance with
agreements.
• Maintaining current certificates of insurance for all contractors.
MANAGEMENT/OWNER RELATIONS RESPONSIBILITIES:
• Professionally represent company while adhering to the terms and conditions of the
management agreement.
• Accurately, on a timely basis, communicate with the Senior Property Manager to ensure the
owner's needs and requirements are met.
• Maintain open and regular communication with the Senior Property Manager.
TENANT/LEASE ADMINISTRATION RESPONSIBILITIES:
• Maintain ongoing tenant contact/relations program to constantly assess needs and help assure the problems are being resolved and are to the satisfaction of the tenants and owners.
• Respond positively and promptly to all tenant requests and lease inquiries.
• Resolve problems to the mutual benefit of the tenant and the owner.
• Implement and monitor tenant needs assessments.
• Administer all leases assuring compliance with provisions/agreement.
• Determine and execute on timely basis escalations, reconciliations, and rent collections.
• Maintain current certificates of insurance for all tenants.
• Show space to prospective tenants when requested
• Administer all leases assuring compliances with provisions/agreement.
FINANCIAL ACCOUNTING MANAGEMENT RESPONSIBILITIES:
• Development/administration of property business plan with capital and operating budgets.
• Ability to complete budget preparation.
• Ability to complete all facets of the monthly reporting (including variance reports, executive summaries, aging reports, etc.)
• Ability to complete operating expense reconciliation process.
Manage and coordinate day-to-day financial transactions including:
• Accounts Receivable
• Accounts Payable
• Collection of all rents, miscellaneous income, and charges.
• Accurate and up-to-date maintenance of required financial records and files.
ANALYSIS, PLANNING, AND REPORTING DUTIES:
• Maintain a current assessment of property management procedures through the initiation,
administration, and reporting of management's analysis.
• Initiate and distribute timely reports to owners on financial, marketing, and maintenance information.
• Personnel Administration/Training.
• Coordinate training activities through the Senior Property Manager for self and other staff as required.
• Maintain compliance with all company personnel policies and procedures.
OTHER: Miscellaneous duties or projects as assigned by the Senior Property Manager.
REQUIREMENTS:
Education:
• High school diploma or GED equivalent
• Preferably a bachelor's degree in Business Management, Finance, Accounting or
property management related degree
• Resource Management related discipline
• CPM or RPA designation in progress or planning to start
• Familiarity with real estate law, building codes as well as city and county regulations.
Experience:
At least 4-10 years of recent property management experience comparable with the property
under consideration in terms of commercial ownership, tenant lease arrangements, square
footage, etc.
Technical Skills:
• Must have intermediate to advanced MS Word and Excel proficiencies
• MS Outlook, Yardi or Avid Exchange.
Personal Skills:
• Ability to keep information strictly confidential
• Strong desire to succeed in an entrepreneurial environment
• Must be able to handle multiple projects, changing priorities and a continually heavy
workload
• Exceptional oral and written communication skills
• Strong customer service orientation
• Professional appearance
Other:
This position may require the use of stairs, occasional moderate to heavy lifting, intemperate
climate conditions (you may have to stand outside in the heat and humidity for extended
periods), and may require driving from building to building. Communicates by telephone, fax, e-mail,
and in-person, Uses office and audio-visual equipment (photocopiers, binders, phone system, etc.) Uses
a computer in conjunction with various software packages the majority of the day
